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Approve a contract with Signal Perfection Ltd. for design, programming, and installation of audio, video, and control equipment to modernize the Solano County Board Chambers for an amount not to exceed $411,286, for the term of November 14, 2017 through December 31, 2018; and Authorize the County Administrator to execute the contract and any future amendments and change orders up to 15% of the contract amount
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Published Notice Required? Yes ____ No _X _
Public Hearing Required? Yes ____ No _X _
DEPARTMENTAL RECOMMENDATION:
The Department recommends that the Board:
1. Approve a contract with Signal Perfection Ltd., a wholly-owned subsidiary of AVI-SPL Inc., for design, programming, and installation of audio, video, and control equipment to modernize the Solano County Board Chambers for an amount not to exceed $411,286.00 for the term of November 14, 2017 through December 31, 2018; and
2. Authorize the County Administrator to execute the contract and any future amendments and change orders up to 15% of the contract amount.
SUMMARY:
The audio/video (A/V) system in the Board Chambers was originally designed in 2002 and installed in 2003/2004. The control system and A/V components are now prone to failure and replacement parts are no longer manufactured. In addition, many of the installed A/V components followed older formats and protocols and are no longer compatible with other technology systems. The Department is recommending that the system be modernized to improve its reliability, improve overall sound and video quality, and system interoperability.
FINANCIAL IMPACT:
Costs to refresh the A/V system’s components were included in the 5-Year Capital Facilities Improvement Plan and in the FY2017/18 budget for Accumulated Capital Outlay (budget unit 1796).
DISCUSSION:
The Board Chambers’ A/V system was designed and installed as part of the construction of the County Administration Center building and first went into operation in December of 2003. The system was state-of-the-art at the time but it has since fallen behind and no longer uses modern A/V standards and protocols. The equipment in use is no longer manufactured and repairing defective electronic devices is becoming very difficult.
To improve the overall broadcast quality and reliability of the system, bring it up to date with modern A/V standards, and improve the operation of the system, the Department is recommending that the Board approve a project to refresh all the electronic components of the system along with its controls.
The departments of Information Technology and General Services performed a targeted assessment of local vendors that could provide the full-suite of design, engineering, programming, installation, and support services necessary to replace the Board Chambers electronics and controls. The departments also considered the results of Sacramento County’s Request for Qualifications and visited several sites where similar work was performed to assess the overall outcome and operation of the systems. Based on this review, the departments are recommending that the County contract with Signal Perfection Ltd., a wholly-owned subsidiary of AVI-SPL Inc., for the delivery of a turn-key A/V system.
The proposed system would be performed in two phases. The first phase of the project would replace the control system, the audio system, and the broadcast production equipment in the control room, including upgrading the cameras to high definition. All monitors on the dais would be replaced with multi-functional touch panels, and all positions on the dais, staff table, and lectern would receive new microphones, microphone controls and connection points for current electronics (USB chargers, HDMI, connections to PCs in the control room, etc.). The large monitors in the lobby and pre-function room would also be replaced. This phase of the project would occur during the December 2017 recess. The second phase of the project would occur during the July 2018 recess and include the replacement of the presentation projectors and roll-down screens with LCD video walls. A detailed outline of the equipment and project deliverables are included as Attachment A.
ALTERNATIVES:
The Board could choose to not authorize the County Administrator to proceed with executing an agreement with AVI-SPL Inc.; however, this is not recommended. The A/V system relies on obsolete equipment that is becoming prone to failure. The broadcast quality of the system is no longer up to standards. The system will not interoperate with newer components and technologies and the system is difficult to operate. Refreshing the equipment will improve both its reliability and broadcast quality. The new system will also offer options for future automation of operation. It will employ new A/V standards and will be able to interoperate with new technology components.
OTHER AGENCY INVOLVEMENT:
The Department of Information Technology worked with General Services on vetting vendor qualifications. The Department worked with the County Administrator’s Office on the overall scope of work for the project and also worked with County Counsel’s office on the recommended contract.
CAO RECOMMENDATION:
APPROVE DEPARTMENTAL RECOMMENDATION